02 - April 30, 2024 RIPA Committee Agenda PackageOZ5
ElgmCounty
Rural Initiatives and Planning Advisory Committee
Orders of the Day
Tuesday, April 30, 2024, 1:00 p.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Note for Members of the Public:
Please click the link below to watch the Committee Meeting:
https://www.facebook.com/ElginCountyAdmin/
Accessible formats available upon request.
1. Call to Order
2. Approval of the Agenda
3. Adoption of Minutes
4. Disclosure of Pecuniary Interest and the General Nature Thereof
5. Delegations
6. Reports/Briefings
6.1 Manager of Administrative Services/Deputy Clerk - Community Grant
Program Allocation Recommendations
7. Other Business
8. Correspondence
9. Closed Meeting
9.1 Closed Meeting Minutes - April 3, 2024
10. Motion to Rise and Report
11. Date of Next Meeting
12. Adjournment
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Rural Initiatives and Planning Advisory Committee
Minutes
April 3, 2024, 10:00 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Members Present: Warden Ed Ketchabaw
Deputy Warden Grant Jones
Councillor Mark Widner
Donna Lunn, EFA Representative
Members Absent: Councillor Richard Leatham (with notice)
Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk
Jenna Fentie, Legislative Services Coordinator
Stefanie Heide, Legislative Services Coordinator
1. Call to Order
The meeting was called to order at 10.00 a.m. with Warden Ketchabaw in the
chair.
2. Approval of the Agenda
Moved by: Deputy Warden Jones
Seconded by: Councillor Widner
RESOLVED THAT a closed session item be added to the agenda to discuss
matters under Municipal Act Section 239 (2) (b) personal matters about an
identifiable individual.
Motion Carried.
Moved by: Deputy Warden Jones
Seconded by: Donna Lunn
RESOLVED THAT the agenda for the April 3, 2024 Rural Initiatives and Planning
Advisory Committee meeting be approved as amended.
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Motion Carried.
3. Adoption of Minutes
Moved by: Councillor Widner
Seconded by: Deputy Warden Jones
RESOLVED THAT the minutes of the August 18, 2023 Rural Initiatives and
Planning Advisory Committee meeting be adopted.
Motion Carried.
4. Disclosure of Pecuniary Interest and the General Nature Thereof
None.
5. Delegations
None.
6. Reports/Briefings
6.1 Community Grant Program Application Eligibility Discussion
The Legislative Services Coordinator provided an overview and summary
to the Committee of the eligibility criteria for the program, the total funding
amount available, and the total request for funds. The Committee
discussed individual applicants under Item #9 - Closed Meeting.
7. Other Business
None.
8. Correspondence
None.
9. Closed Meeting
Moved by: Donna Lunn
Seconded by: Deputy Warden Jones
RESOLVED THAT we do now move into closed meeting session in accordance
with the Municipal Act to discuss matters under Municipal Act Section 239 (2) (b)
personal matters about an identifiable individual, including municipal or local
board employees.
Motion Carried.
9.1 Identifiable Individuals
10. Motion to Rise and Report
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The Committee recessed at 11.00 a.m. and reconvened at 11.05 a.m.
Moved by: Deputy Warden Jones
Seconded by: Councillor Widner
RESOLVED THAT we do now rise and report.
Motion Carried.
Closed Meeting Item #1 - Identifiable Individuals
Moved by: Donna Lunn
Seconded by: Councillor Widner
RESOLVED THAT staff proceed as directed.
Motion Carried.
11. Date of Next Meeting
The next meeting of the Rural Initiatives and Planning Advisory Committee will
be held on April 30, 2024 in the afternoon.
12. Adjournment
Moved by: Deputy Warden Jones
Seconded by: Councillor Widner
RESOLVED THAT we do now adjourn at 11.08 a.m. to meet again on Tuesday,
April 30, 2024 in the afternoon.
Motion Carried.
Blaine Parkin,
Chief Administrative Officer/Clerk.
Warden Ed Ketchabaw,
Chair.
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ElginCounty
Report to Rural Initiatives and Planning Advisory Committee
From: Katherine Thompson, Manager of Administrative Services/Deputy Clerk
Date: April 22, 2024
Subject: Community Grant Program Allocation Recommendations
Recommendation(s):
RESOLVED THAT the Rural Initiatives and Planning Advisory Committee endorse the
Community Grant Program allocations as presented; and,
THAT the Rural Initiatives and Planning Advisory Committee Chair be directed to
present the proposed grant allocations to County Council for approval.
Introduction:
The Rural Initiatives and Planning Advisory Committee (RIPA) is responsible for
considering grant requests made to County Council through the Community Grant
Program (CGP) and making recommendations to Council as to which organizations
should be provided funding as part of the Council budget process.
The CGP is currently divided into two streams: Community Services, and Festivals and
Events. These two streams are further divided into Cultivate (existing programs and
events) and Seed (new programs and events).
The CGP was developed in 2020 to replace the previous grant process and has
undergone several minor changes at the direction of the Committee.
Background and Discussion:
The Application Scoring Process
The CGP scoring process has been designed to ensure the Committee is able to
objectively review requests for funding using a fair and consistent process. This is
particularly important as the program is regularly oversubscribed.
1. Applications are first screened for eligibility against a set of criteria laid out in the
CGP application.
2. Applications that do not meet eligibility criteria are removed from consideration.
3. Applications are then reviewed independently by each Committee Member and
scored using a standard scoring matrix.
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4. Staff compile the scores received from each Committee Member to determine an
average total score for each application.
5. Applications must receive an average total score of 60% or higher to be
considered for funding. Applications that do not meet this threshold are also
removed from consideration.
6. A Weighted Factor is then calculated for each application = (total score*ask/(sum
of scores*sum of asks))
7. A recommended allocation is then calculated = (weighting factor / total
weights*available funds)
8. The Normalization Factor = sum of weighting factor
9. Finally, the Committee is presented with a list of proposed funding allocations to
consider for approval.
2024 Application Overview
There is $74,358 allocated for the CGP as part of Council's approved 2024 Budget.
A total of 29 applications were received for the 2024 intake period.
9 applications did not meet the eligibility criteria of the program or achieved lower than
an average total score of 60%.
There were 20 applications that were eligible for funding, and total eligible asks were
$147,500.
2024 Recommended Allocations
Overview by Funding Stream
Ask
% of total ask
Proposed
Budget
Community Services - Seed
$0
0%
$0
Community Services -
Cultivate
$56,100
38%
$28,281
Festivals & Events - Seed
$7,000
5%
$3,529
Festivals & Events - Cultivate
$84,400
57%
$42,548
TOTAL
$147,500
100%
$74,358
Community Services
There were no Community Services Seed Applications recommended for funding in
2024.
Community Services -
Average
Ask
Weighting
Recommended
Cultivate
Total
Factor
Allocation
Score
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St. Thomas -Elgin
70
$10,000
0.0213660
$4,859
Second Stage
Transitional Residents
Quad County Support
72
$3,000
0.0065929
$1,499
Services
STEAM Education
69
$10,000
0.0210607
$4,790
Centres Incorporated
The Family Central
75
$10,000
0.0228921
$5,206
Apartments
Mennonite Community
72
$10,000
0.0219764
$4,998
Services
Multi -Service Centre
73
$2,100
0.0046791
$1,064
VON - Student Nutrition
77
$9,000
0.0211523
$4,810
Program
Elgin 4-H Association
76
$2,000
0.0046395
$1,055
TOTAL
584
$56,100
0.1243590
$28,281
Festivals and Events
Festivals and Events -
Average
Ask
Weighting
Recommended
Seed
Total
Factor
Allocation
Score
Tyrconnell Heritage
76
$7,000
1.0000000
$3,529
Society - Backus Page
TOTAL
76
$7,000
1.0000000
$3,529
Festivals and Events -
Average
Ask
Weighting
Recommended
Cultivate
Total
Factor
Allocation
Score
Bayham Historical
71
$1,500
0.0015675
$733
Society - Edisonfest
Straffordville Community
72
$10,000
0.0105973
$4,958
Committee - Watermelon
Fest
Port Burwell Periscope
68
$10,000
0.0100085
$4,683
Playhouse
Elgin County Plowmen's
74
$500
0.0005446
$255
Association
Bayham Beachfest
70
$10,000
0.0103029
$4,821
CALIPSO
79
$10,000
0.0116276
$5,440
Wallacetown Ag Society
80
$10,000
0.0117747
$5,509
Port Burwell Historical
75
$4,900
0.0054090
$2,531
Society
Aylmer & East Elgin Ag
68
$10,000
0.0100085
$4,683
Society
Shedden Ag Society
73
$7,500
0.0080583
$3,770
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Rodney Ag Society
75
$10,000
0.0110388
$5,165
TOTAL
805
$84,400
0.0909379
$42,548
Financial Implications:
$74,358 has been included in the Elgin County 2024 Budget for the CGP.
Alignment with Strategic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
® Ensuring alignment of
❑ Planning for and
❑ Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
❑ Exploring different ways
❑ Fostering a healthy
now and in the future.
of addressing community
environment.
need.
❑ Delivering mandated
® Enhancing quality of
programs and services
® Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Local Municipal Partner Impact:
None.
Communication Reauirements:
After the proposed Community Grant Program allocations are approved by the
Committee, the Chair will bring a report to County Council for consideration. After
Council's decision, letters will be sent to both the successful and unsuccessful
applicants.
Conclusion:
After diligent consideration, Committee Members submitted individual scores for each
CGP application received. These scores were combined and then proposed allocations
were calculated using a weighted formula. These proposed allocations are before the
Committee for consideration.
All of which is Respectfully Submitted
Katherine Thompson
Manager of Administrative Services
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
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